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SWIFT Update December 7, 2017


Notice on New Local Taxes

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective January 1, 2018. Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling purchase orders and payments during the transition period.

The following counties begin Transit Sales and Use Tax effective January 1, 2018.

The following cities will have a new Local Sales and Use Tax effective January 1, 2018.

The sales and use tax rate changes apply to sales made on or after January 1, 2018. These taxes will be in addition to all other taxes in effect. Local sales tax applies to retail sales made and taxable services provided within the local taxing area (county/city limits). The tax applies to the same items that are taxable under the Minnesota Sales and Use Tax law.

If you enter purchase orders on or after January 1, 2018, SWIFT will calculate the new tax rates for each county/city. You will need to adjust existing purchase orders and/or their vouchers to pay the correct tax if delivery occurs after various dates. Please note that the dates will be different based on whether goods or construction materials are being delivered. Check the tax notice for the affected city for the correct dates.

For assistance in changing the sales tax on a purchase order, please consult the Sales Tax Settings on Purchase Orders Quick Reference Guide.

Impact on Accounts Payable:
If you entered vouchers on or after the tax effective date, SWIFT will calculate the new tax rates for each county/city if the Invoice Date is on or after the tax effective date. If the Invoice Date is before the tax effective date, SWIFT will exclude the new tax rates. Please review the tax calculation carefully prior to payment on all vouchers with Ship To addresses within these jurisdictions.

SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. SWIFT will calculate the new tax rate for the Ship To addresses on purchase orders within those counties/cities created on or after January 1, 2018. You may or may not need to update the tax code on existing purchase orders if you can process the payment during any allowed grace period(s). Please view the general notices from the Department of Revenue for each county/city.

Previously, any Ship To addresses in affected cities may have used the tax code of 0000, State Tax only. To calculate the new combined state and local tax rate, update the tax code(s) on the purchase order to the new tax code(s) from the 0000 tax code. Because of the various transition rules these codes, SWIFT will not automatically update these purchase orders with the new tax codes. The Purchase Order buyer must update them.


Help Desk Hot Topic 


Help Desk Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new!

Q: The buyer on the purchase order (PO) is out of the office, but the PO requires a change. What can an agency do to make this change and approve the PO?

A: SWIFT requires a change order on the PO to update the buyer and make the necessary changes.

Follow these steps to create a change order and make the updates.

NOTE: If you do not follow the steps in this order, you will not be able to change the buyer.

  • Step 1: Access the PO in SWIFT.
  • Step 2: Click the Change Order icon on the PO Header.
  • Step 3: Make sure to update the Buyer field first.
  • Step 4: Click Save.

You may get a message that the defaults will switch to those of the updated buyer.

Click OK to change the buyer. You will also be changing the Location, if different than your default, which affects the tax rate.

Click Cancel to update the buyer, but leave the defaults and Location as previously set up.

  • Step 5: Update the necessary fields on the PO.
  • Step 6: Click Save Depending on the change (such as increasing the amount), SWIFT may restart the workflow. Depending on the change, it may require a Budget Check and an Approval.
  • Step 7: Dispatch the PO.
  • Step 8: Click the View Approval links at bottom of PO page to verify that it routed to the new buyer correctly.
For additional information about updating the buyer on a purchase order, both planned or in case of an absence, see the Set up Temporary Approvers for Purchase Orders Quick Reference Guide.

Update on SWIFT Classroom Training

SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. 

You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. 

Most of the SWIFT classes have waiting lists.  If you cannot make the class you enrolled in, drop the class in ELM or contact the trainer as soon as you are able.  Also, ELM will not automatically enroll agency staff on waiting lists to the next class.  You will need to enroll in the next class if it is offered.  
Seats are available in the following classes:

Class 

Date 

Time 

Accounts Payable Voucher Entry, Main, Approval and Reports (AP1)
December 14, 2017 8:30 am to 4:00 pm
Accounts Payable Voucher Entry, Main, Approval and Reports (AP1) February 1, 2018
8:30 am to 4:00 pm
AR Account Maintenance & Customer Interactions (AR/BI3c)
January 24, 2018
1:00 pm to 4:30 pm
AR Direct Journal Deposits (AR/BI3a)
January 11, 2018  
8:30 am to 12:00 pm
AR Item Deposits and Applying Payments (AR/BI3b)
January 23, 2018
8:30 am to 12:00 pm
Billing Advanced (AR/BI2)
February 15, 2018
8:30 am to 4:00 pm
Budget Journal Administration (BC2)
February 21, 2018
8:30 am to 4:00 pm
Create and Manage Contract Documents Electronically (SC2)
January 19, 2018  
8:30 am to 2:30 pm
Create and Manage Contract Documents Electronically (SC2) March 28, 2018
8:30 am to 2:30 pm
Create and Manage Supplier Contracts (SC1)
February 27, 2018
8:30 am to 4:00 pm
Create and Update Purchase Orders for Buyer Roles (PO1)
January 10, 2017
8:30 am to 4:00 pm
Create and Update Purchase Orders for Buyer Roles (PO1) March 6, 2018  
8:30 am to 4:00 pm
Introduction to SWIFT (INTRO) December 13, 2017 8:30 am to 12:00 pm
Introduction to SWIFT (INTRO)
January 12, 2018 8:30 am to 12:00 pm
Introduction to SWIFT (INTRO)  January 17, 2018 8:30 am to 12:00 pm
Strategic Sourcing for Acquisitions (SS1)
March 7, 2018
8:30 am to 4:00 pm


SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT:
651-201-8100, option 2 or by email  SWIFTHelpDesk.MMB@state.mn.us

Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.

When emailing the SWIFT Help Desk, be sure to include all details regarding the issue. Information to include with your message:

  • Issue Description
  • Business Unit
  • Module (Accounts Payable, Purchase Orders, etc.)
  • Transaction ID (Voucher ID, PO ID, etc.)
  • Error Message Print Screen

Additional assistance can be found on the SWIFT Reference Guide page.

SWIFT Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

SWIFT Update Mailing List

The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

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